Sales Order

Sales | Sales Quotation | Delivery Receipt | Sales Invoice

Sales Order

This module allows the user to create a Sales Order that the Customer wants to buy. This includes the Quantity, Item, Price and the status of the order if it is Pending, Partial, Completed or Cancelled.

Requirements before using Sales Order

• The user should setup the following Maintenance Module in order to proceed on using the Sales Order
  1. Customer
  2. Item Master
  3. Price List
  4. Sales Person
  5. Tax
  6. Warehouse

Sales Order Record List

Sales Order Record Status

Status	Description
PENDING	If the Sales Order has not been delivered.
PARTIAL	If the Sales Order is delivered partially.
COMPLETED	If the Sales Order items has been all delivered.
CANCELLED	If the Sales Order is cancelled.

Creating a Sales Order

1. Click Sales Order under Sales Menu
2. Under Sales Order Screen, Click Add Sales Order.
3. Fill out the necessary fields then click Save. Note: Fields with * are required fields

Creating Sales Order Information

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Fields?
1.Sales Order Number	Sales Order Reference Number	•Auto-Generated upon creation	N/A	N/A	N/A
2.Customer	Name of Customer	•Text/Set of Customer List provided in Customer Maintenance Module	N/A	N/A	Yes
3.Discount Type	Type of Discount Prices for the Customer	•None •Amount •Percentage	N/A	N/A	N/A
4.Transaction Date	Date of Transaction	•Date Picker provided by system	N/A	N/A	Yes
5.Target Shipping Date	Estimated date of the items to be shipped	•Date Picker provided by system	N/A	N/A	Yes
6.Sales Person	Sales Representative for the transaction.	•Sales Person List provided in Sales Person Maintenance Module	N/A	N/A	Yes
7.Shipping Address	Address where the items to be shipped.	•Alphanumeric•Special Characters •Space	None	105	Yes
8.Notes	Other remarks for the transaction	•Alphanumeric •Special Characters •Space	None	300	Yes
9.Item	List of Items to be quoted	•Item List provided in the Item Master Maintenance Module	N/A	N/A	Yes
10. Description	Description of the Item	•Alphanumeric •Special Characters •Space	None	250	No
11.Warehouse	Warehouse where the item should be ordered	•List of Warehouse provided in the Warehouse Maintenance Module	N/A	N/A	Yes
12.Quantity(Qty)	Quantity of items to be ordered	•Numeric	Any inputs except numeric	20	Yes
13. UOM (Unit of Measure)	Unit of Measure of the Item	•Auto-Generated base from the Item Configuration in the Item Master Maintenance Module	N/A	N/A	N/A
14. Price	Initial price per unit of an item	•Numeric •Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module	•Alphabet •Special Characters	20	Yes
15. Discount	Discount Amount to be applied on the item depending on the Discount type chosen.	•Numeric	N/A	N/A	N/A
16.Tax	List of Tax to be applied on the item	•Types of tax provided in the Tax Maintenance Module	N/A	N/A	No
17. Amount	Total Amount of the Item	•Auto-Generated based from price and quantity	N/A	N/A	N/A

3. Click Save to complete the creation process

Notes:

• The Sales Order will be automatically set to PARTIAL when:
  • When tagging it to Delivery Receipt where in the quantity available in the Warehouse is less than to the intended order

• Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Item Master Maintenance Module.

• Customer should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Customer Maintenance Module.
• Sales Person should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Sales Person Maintenance Module.

• Tax should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module.
• Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Warehouse Maintenance Module.

Viewing Sales Order

1. Click Sales Order under Sales Menu
2. Under Sales Order Screen, Select a record that needs to view its details. Click the drop-down arrow then click View.
3. The user has an option to Edit the Sales Order upon viewing it

Editing Sales Order

1. Click Sales Order under Sales Menu
2. Select a Sales Order that needs to update its details. Click the drop-down arrow then Click Edit
3. Update the necessary fields then Click Save

Field	Description	Allowed Inputs	Restricted Inputs	Character Limit	Required Fields?
1.Sales Order Number	Sales Order Reference Number	•Auto-Generated upon creation	N/A	N/A	N/A
2.Customer	Name of Customer	•Text/Set of Customer List provided in Customer Maintenance Module	N/A	N/A	Yes
3.Discount Type	Type of Discount Prices for the Customer	•None •Amount •Percentage	N/A	N/A	N/A
4.Transaction Date	Date of Transaction	•Date Picker provided by system	N/A	N/A	Yes
5.Target Shipping Date	Estimated date of the items to be shipped	•Date Picker provided by system	N/A	N/A	Yes
6.Sales Person	Sales Representative for the transaction.	•Sales Person List provided in Sales Person Maintenance Module	N/A	N/A	Yes
7.Shipping Address	Address where the items to be shipped.	•Alphanumeric •Special Characters •Space	None	105	Yes
8.Notes	Other remarks for the transaction	•Alphanumeric •Special Characters •Space	None	300	Yes
9.Item	List of Items to be quoted	•Item List provided in the Item Master Maintenance Module	N/A	N/A	Yes
10. Description	Description of the Item	•Alphanumeric •Special Characters •Space	None	250	No
11.Warehouse	Warehouse where the item should be ordered	•List of Warehouse provided in the Warehouse Maintenance Module	N/A	N/A	Yes
12.Quantity(Qty)	Quantity of items to be ordered	•Numeric	Any inputs except numeric	20	Yes
13. UOM (Unit of Measure)	Unit of Measure of the Item	•Auto-Generated base from the Item Configuration in the Item Master Maintenance Module	N/A	N/A	N/A
14. Price	Initial price per unit of an item	•Numeric •Auto-Generated based from Pricelist assigned to a specific Customer under Price List Maintenance Module	•Alphabet •Special Characters	20	Yes
15. Discount	Discount Amount to be applied on the item depending on the Discount type chosen.	•Numeric	N/A	N/A	N/A
16.Tax	List of Tax to be applied on the item	•Types of tax provided in the Tax Maintenance Module	N/A	N/A	No
17. Amount	Total Amount of the Item	•Auto-Generated based from price and quantity	N/A	N/A	N/A

Notes:

The user can only edit the Sales Order record if it is on PENDING status.

• The Sales Order will be automatically set to PARTIAL when:
  • When tagging it to Delivery Receipt where in the quantity available in the warehouse is less than to the intended order

• Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Item Master Maintenance Module.
  • Past Transactions with INACTIVE item prior to its deactivation can still be used.

• Customer should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Customer Maintenance Module
  • Past Transactions with INACTIVE customer prior to its deactivation can still be used.
• Sales Person should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Sales Person Maintenance Module.

• Tax should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module
  • Past Transactions with INACTIVE Tax prior to its deactivation can still be used.
• use should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Warehouse Maintenance Module.
  • Past Transactions with INACTIVE Warehouse prior to its deactivation can still be used.

Printing Sales Order Record

1. Click Sales Order under Sales Menu
2. Select a Sales Order record that needs to print its details. Click the drop-down arrow then click Print.
3. The system will generate the printed form of the Sales Order record.

Exporting Sales Order Record

1. Click Sales Order under Sales Menu

2. Under Sales Order Screen, Click Options

3. Under Options, The user may Export the record

• When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Customer filter for precise searching and exporting of records.

Tagging As Complete a Sales Order Record

1. Click Sales Order under Sales Menu
2. Select a Partial Sales Order record that needs to tag its order as complete, click the drop-down arrow then click Tag as Complete
3. Click Yes on the Confirmation to proceed on completion process.

Cancelling Sales Order Record

Sales Order can be cancelled in two ways:

• Using drop-down arrow of a record can be used in single record cancellation

• Using Cancel Button for cancelling multiple records

Sales Order Record Options

Actions Available base on Sales Order Record Status

Status	View	Edit	Print	Tag as Complete	Cancel
PENDING	☑	☑	☑		☑
PARTIAL	☑		☑	☑
COMPLETED	☑		☑
CANCELLED	☑		☑

Notes:

• The user has an option to edit the details of the record under View Option
  • The user can only edit the details of the record if it is still on PENDING status
• Tagging the Sales Sales Order as Complete will change the status of Sales Quotation and its Sales Order to COMPLETED
• The user can only cancel the Sales Order record if it is still on PENDING status